2. E-Mail: Quick Facts
! In 2014, there were an estimated 600 billion e-mails
sent each day
! Of those emails – 70% are “spam”
3. Rule of Thumb
! An e-mail is a document. Do not put in an e-mail
something you would not sign as a letter or memo.
4. What does the “E” in e-mail stand for?
! Evidence
! Exhibit
! Embarrassment
5. Example
! -----Original Message-----
From:
Sent: Monday, October 19, 2009 7:34 AM
To:
Subject: RE: FREN 1412 course etiquette
Even though he's a certifiable _______ , she can't just
cut him off. Non-compliance with class etiquette
requirements is another sort of problem to be dealt
with in another way - if he's mentions lawsuit again
we'll have to move to another level, though.
6. E-Mail: Dangers
! No reasonable expectation of privacy. Anything that is put
into e-mail becomes permanent.
! E-mail that is sent, received or stored on public server is
discoverable and may be used against the entity.
! Inadvertently sent messages, it is easier than not to send
confidential information to the wrong sender with the click
of a mouse.
! Unlimited accessibility allows for dangers in security and e-
mail fraud
7. E-Mail: Responsibility
! E-mail is not an alternative to casual conversation.
! Treat as formal communication. E-mails sent from public
accounts should be regarded with the same care as a formal
memorandum or letter.
! Always assume that e-mail contents can be published for the
world to see without your consent.
! Know when not to use e-mail.
! E-mails are subject to Public Information or Freedom of
Information Acts.
8. E-Mail: Responsibility
! When not to use email.
! Confidentiality is critical
! Message is likely to become extremely detailed and long.
! You need to confer with several people at once.
! You need to deliver bad news to one or more people.
9. E-Mail: Responsibility
! Texas Attorney General Decisions
! Institutions of higher education are subject to the
Texas Open Records Act, and records in their
custody are available to the public unless excepted
by a provision of the act or by some other law.1
1Attorney General Opinion No. JM-37
10. E-Mail: Responsibility
! Texas Public Information Act
! The Public Information Act (hereinafter “The Act”)
applies to records regardless of their format. It includes
information that is maintained in paper, tape, microfilm,
video, electronic data held in a computer memory, as well
as other mediums specified under law.1
E-mails sent/received are subject to the Texas Public
Information Act.
1 TEX. GOV’T CODE ANN. § 552.002 (Vernon 2004).
11. E-Mail: Etiquette
! General Etiquette
! Respond to the e-mail you receive.
! Never convey anger, use profanity, make racist, ethnic,
sexist or other potentially derogatory remarks.
! If you cannot reply quickly, let the sender know.
! Be professional!
12. E-Mail: Etiquette
! Formatting errors
! Spell check
! Do not type in all caps
! Use proper punctuation
! Avoid slang
! Importance of salutations and closings.
! Use of signatures.
! Use of abbreviations.
! Use a proper, meaningful subject header.
13. E-Mail: Final Thought
Remember: “E” in Email stands for
! Evidence
! Exhibit
! Embarrassment
E-mails are a direct representation of you.
14. Prepared By:
Brian S. Nelson,
Vice Chancellor, Legal Affairs and General Counsel
Lone Star College System
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